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. It applies to all Man With A Van Claphampark customers in the area, including individuals and businesses that request quotes, book services, receive moving or transport support, or otherwise interact with our team. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable privacy laws.

We want customers to understand what information we process, why we process it, how long we keep it, and what rights you have over it. Your privacy matters to us, and we aim to use your data fairly, transparently, and securely.

1. Data We Collect

We only collect personal data that is necessary for providing our services, managing enquiries, and meeting legal and operational obligations. Depending on your interaction with us, we may collect:

Identity details such as your name and title.
Contact details such as your phone number, email address, and service address.
Booking information including moving dates, item descriptions, property access details, and service preferences.
Billing information such as invoice details and payment records.
Communication records including emails, call notes, and messages relating to quotes, bookings, complaints, or service updates.
Technical information if you contact us online, such as basic device or browser data needed to maintain website security and performance.
Special instructions you provide for a move, such as access needs or handling preferences, where relevant.

We do not intentionally collect special category data unless you choose to provide it and it is necessary for a legitimate reason, such as access arrangements. If such information is shared, we will handle it with extra care and only where permitted by law.

2. How We Use Personal Data

We process personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, confirm, and deliver moving or transport services.
To manage customer accounts, records, and service history.
To issue invoices, handle payments, and complete bookkeeping.
To communicate about schedules, service changes, and job updates.
To deal with complaints, disputes, or insurance-related matters.
To improve our services, internal processes, and customer experience.
To comply with legal, tax, accounting, and regulatory obligations.
To protect against fraud, misuse, or security incidents.

We use data only for purposes that are compatible with the reasons it was collected. We do not sell personal data.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. The main lawful bases we rely on are:

Contract

We process personal data when it is necessary to enter into or perform a contract with you. This includes providing quotes you have requested, completing bookings, carrying out removals or transport services, and managing associated billing.

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 maintaining records, improving our services, responding to customer queries, securing our operations, and preventing fraud.

Legal Obligation

Some data must be processed or retained to meet legal obligations, including tax, accounting, insurance, and regulatory requirements.

Consent

In limited situations, we may rely on your consent, for example if you voluntarily provide certain information for an optional purpose. Where consent is used, you can withdraw it at any time.

We will always ensure that the lawful basis used for a particular activity is appropriate and documented.

4. Sharing and Processors

We may share personal data with trusted third parties who help us operate our business. These parties act as processors or independent controllers depending on the service they provide. We only share what is necessary and only with organisations that have suitable safeguards in place.

Examples of processors may include:

IT and hosting providers that store or secure business systems and records.
Email and communication service providers that help us send customer messages.
Accounting and invoicing providers that assist with financial administration.
Payment service providers that process transactions securely.
Customer management or scheduling tools that help organise bookings and service delivery.

We may also share personal data with:

Professional advisers such as accountants, insurers, and legal advisers.
Public authorities, regulators, or law enforcement where required by law.
Subcontractors or operational partners involved in fulfilling your service request, where necessary.

Where processors are used, they are required to process personal data only on our instructions, keep it confidential, and apply appropriate technical and organisational security measures.

5. Data Retention

We keep personal data only for as long as necessary for the purpose it was collected and to meet legal and operational requirements. Retention periods depend on the type of data and the reason it is held.

Quote and enquiry records may be kept for a reasonable period to support follow-up, service continuity, and business records.
Booking and service records may be retained for contract administration, customer support, and dispute resolution.
Financial and invoice records are kept for the period required by tax and accounting laws.
Complaint or claims-related records may be retained for longer where needed to establish, exercise, or defend legal claims.

When data is no longer required, we will delete it securely or anonymise it so that it can no longer identify you. We review retention practices regularly to ensure data is not kept longer than necessary.

6. Data Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and regular review of internal procedures. While no system can be guaranteed to be completely secure, we work to reduce risks to a reasonable and lawful level.

7. Your Rights

Depending on the circumstances and legal basis used, you may have the following rights under data protection law:

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 information.
Right to erasure – to request deletion of data in certain cases.
Right to restriction – to ask us to limit how we use your data in certain situations.
Right to object – to object to processing based on legitimate interests or direct marketing.
Right to data portability – to receive certain data in a structured, commonly used format where applicable.
Right to withdraw consent – where processing is based on consent.

You also have the right to raise concerns about how your data is handled with the relevant supervisory authority. We encourage you to contact us first so we can try to resolve any issue promptly and fairly.

8. International Transfers

If any personal data is transferred outside the UK, we will ensure suitable safeguards are in place in line with data protection law. These safeguards may include adequacy regulations or approved contractual protections designed to keep your data secure and protected.

9. Children’s Data

Our services are intended for adults arranging removals or transport services. We do not knowingly collect personal data from children for marketing or unrelated purposes. If data relating to a child is provided as part of a service arrangement, it will be processed only where necessary and with appropriate care.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or service changes. Any revised version will apply from the date it is published or otherwise communicated. We recommend reviewing this policy periodically to stay informed about how we protect your information.

11. Summary of Our Approach

Man With A Van Claphampark uses personal data responsibly to manage enquiries, deliver services, handle records, and meet legal duties. We collect only what we need, rely on lawful bases under UK GDPR, retain data for appropriate periods, and work with processors under contract and security controls. You can exercise your rights at any time, and we will respond in line with applicable law.

This policy applies to all Man With A Van Claphampark customers in area.