Privacy Policy - Man With A Van Claphampark

This Privacy Policy explains how Man With A Van Claphampark collects, uses, stores, shares, and protects personal data when providing moving, transport, delivery, and related services. It applies to all Man With A Van Claphampark customers in the area, including individuals, households, landlords, tenants, and business clients who use our services. We are committed to handling personal information fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Man With A Van Claphampark is a service provider offering removal, transport, loading, unloading, and associated logistics services. In this Privacy Policy, “we”, “us”, and “our” refer to Man With A Van Claphampark. “You” refers to any person whose personal data we process in connection with our services.

2. Personal Data We Collect

We collect only the information necessary to provide our services safely and efficiently. The types of data we may collect include:

Identity data such as your name and, where relevant, the name of your business or organisation.
Contact data such as telephone number and email address.
Address data such as collection address, delivery address, billing address, and access instructions.
Service information such as booking details, moving dates, property access notes, item descriptions, and special handling requirements.
Payment and transaction data such as payment status, invoices, and transaction records.
Communication data such as messages, call notes, complaints, and correspondence relating to your booking or service.
Technical and usage data where relevant, such as basic website or device information if you interact with our digital services.
Vehicle and route data where necessary for planning collections, deliveries, and transport logistics.

We do not intentionally collect special category personal data unless it is provided by you and is strictly necessary for a lawful purpose, such as a health-related access need for a move. If such data is shared, we will handle it with additional care and only where permitted by law.

3. How We Collect Your Data

We may collect personal data directly from you when you request a quote, make a booking, communicate with us, complete paperwork, or provide instructions for a service. We may also receive data from third parties such as:

estate agents, landlords, tenants, or property managers;
business clients arranging deliveries or removals;
payment providers and accounting systems;
referral partners or subcontracted service providers;
publicly available sources where needed to verify information or manage a request.

4. Why We Use Your Data

We process personal data for specific and legitimate purposes, including:

to provide quotes and manage bookings;
to plan, carry out, and complete moving or transport services;
to communicate with you about your service;
to process payments, invoices, and refunds;
to handle customer support, complaints, and service issues;
to maintain internal records and improve our operations;
to meet legal, tax, accounting, and insurance obligations;
to prevent fraud, protect our business, and ensure safety.

5. Lawful Basis for Processing

We only process personal data where we have a valid lawful basis under UK GDPR. Depending on the context, we may rely on one or more of the following:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes handling bookings, transport arrangements, delivery instructions, and payment administration.

Legal Obligation

We may process and retain certain information to comply with legal requirements, including tax, accounting, insurance, and record-keeping duties.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests. This may include service administration, business improvement, fraud prevention, and safeguarding our staff, customers, and property.

Consent

In limited situations, we may rely on your consent, for example where you voluntarily provide optional information that is not required for the service. You may withdraw consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

6. How We Use and Share Data

We use personal data only for the purposes described in this policy. We do not sell your personal data. We may share data with trusted third parties where necessary to deliver our services or to comply with legal requirements. These recipients may include:

Payment processors that handle card or electronic payments;
Accounting and bookkeeping providers that support financial administration;
IT and cloud service providers that store or support our business systems;
Subcontractors or assistants involved in carrying out a booking;
Professional advisers such as insurers, auditors, or legal advisers;
Authorities or regulators where disclosure is required by law.

Where we use third-party processors, they are required to act only on our instructions, use appropriate security measures, and process data in compliance with data protection law.

7. Retention of Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, and in line with legal and operational requirements. Retention periods may vary depending on the type of information and the reason we hold it.

Booking and service records are typically retained for the duration needed to complete the service and manage any follow-up issues.
Financial and accounting records may be retained for the period required by tax and accounting laws.
Complaint, dispute, and insurance-related information may be kept for as long as necessary to resolve claims or defend legal rights.
Where data is no longer required, we will securely delete, anonymise, or archive it in accordance with our retention practices.

We review retained data periodically to ensure it is not kept longer than necessary.

8. Data Security

We use appropriate technical and organisational measures to protect personal data against accidental loss, unlawful access, alteration, disclosure, or destruction. These measures may include access controls, secure storage, password protection, restricted permissions, and staff awareness procedures. While no system can be guaranteed completely secure, we take reasonable steps to protect your information.

9. International Transfers

If personal data is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place so the data remains protected in accordance with UK GDPR. This may include the use of approved contractual safeguards or transfers to countries with an adequate level of protection.

10. Your Rights

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

Right of access – you can request a copy of the personal data we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in some circumstances, you can ask us to delete your personal data.
Right to restriction – you can ask us to limit how we use your data in certain situations.
Right to object – you can object to processing based on legitimate interests or direct marketing.
Right to data portability – you can request a copy of certain data in a commonly used format.
Right to withdraw consent – where processing is based on consent, you can withdraw it at any time.

To exercise your rights, you may make a request through the usual customer communication channels used for your booking or service. We may need to verify your identity before acting on a request. Please note that some rights are subject to legal exceptions and may not apply in every situation.

11. Marketing

We will only send marketing communications where permitted by law. If you receive marketing from us and no longer wish to do so, you may opt out at any time. We will continue to send essential service messages related to your booking, payment, or customer account where necessary.

12. Children’s Data

Our services are not directed at children. We do not knowingly collect personal data from children except where it is incidentally provided in connection with a household move or similar service and only where necessary for service delivery. If we learn that we have collected data from a child inappropriately, we will take steps to delete it where required.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, our services, or our data handling practices. Any updated version will apply from the date it is published or otherwise communicated to you. We encourage you to review this policy periodically to stay informed about how we protect your information.

14. Summary of Our Commitment

Man With A Van Claphampark is committed to processing personal data fairly, securely, and transparently. We collect only what we need, use it for clear and lawful purposes, keep it only as long as necessary, and share it only with trusted processors or when required by law. We respect your rights and aim to handle all customer information responsibly.

This Privacy Policy applies to all Man With A Van Claphampark customers in the area.