Privacy Policy - Man With Van Roehampton

This Privacy Policy explains how Man With Van Roehampton collects, uses, stores, shares, and protects personal data relating to customers and prospective customers. It applies to all Man With Van Roehampton customers in the Roehampton area, including anyone who requests a quote, makes a booking, uses our moving services, or otherwise interacts with us in connection with our services.

1. Who We Are

Man With Van Roehampton provides man and van moving services for home, office, and other transport needs. In the course of offering these services, we may process personal data about individuals, household contacts, business clients, and other relevant parties. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Personal Data We Collect

We only collect data that is necessary for providing our services, managing customer relationships, maintaining records, and meeting legal obligations. The types of data we may collect include:

Identity information such as your name or the name of a business representative;
Contact information such as address, phone number, and email address;
Service details including collection and delivery addresses, move dates, property access information, and item descriptions;
Payment and billing information where needed to process invoices and payments;
Communication records such as enquiries, feedback, service instructions, and complaint history;
Technical information if you interact with us through digital channels, including basic device or usage data;
Special instructions that you choose to provide for the safe handling of belongings or access arrangements.

We do not intentionally collect more information than is necessary. If you provide data about another person, you should ensure you have permission to do so.

3. How We Use Personal Data

We use personal data for the following purposes:

To provide moving and transport services;
To prepare quotes and confirm bookings;
To communicate about appointments, service changes, and customer requests;
To manage payments, invoices, and accounting records;
To deal with complaints, claims, or disputes;
To meet legal, regulatory, tax, and insurance requirements;
To improve the quality, safety, and efficiency of our services;
To maintain internal records and business administration.

We only process personal data in ways that are relevant and proportionate to the services being provided.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for using personal data. Depending on the situation, Man With Van Roehampton may rely on one or more of the following lawful bases:

Contract

We process personal data where it is necessary to enter into or perform a contract with you. This includes arranging a booking, delivering services, issuing invoices, and managing service-related communications.

Legal Obligation

We may process personal data where necessary to comply with a legal requirement, such as tax, accounting, insurance, or record-keeping obligations.

Legitimate Interests

We may process data where it is necessary for our legitimate business interests and where those interests are not overridden by your rights and freedoms. This can include improving operations, handling service queries, preventing fraud, and maintaining secure business records.

Consent

In limited circumstances, we may rely on your consent, for example where you voluntarily agree to a specific use of your data. When 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 where necessary to run our business and provide services. These third parties act as processors or independent controllers depending on the circumstances. Processors may include:

IT and hosting providers that support data storage, communication, or systems administration;
Payment service providers that process card or electronic payments;
Accountants or bookkeeping services that assist with financial management and compliance;
Insurance providers where claims or cover arrangements require relevant information;
Professional advisers such as legal or tax advisers when necessary;
Operational service partners who assist with deliveries, logistics, or scheduling.

We require processors to handle data securely, only for the purposes we specify, and in line with data protection law. We do not sell personal data. We may also disclose information where required by law or where necessary to protect our rights, property, staff, customers, or the public.

6. Data Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, and then we securely delete, anonymise, or archive it as appropriate. Retention periods may vary depending on the type of data and the reason for processing.

Customer and booking records are retained for the period needed to manage services and address follow-up issues;
Financial and tax records are retained for the period required by law;
Complaint or claims records may be retained for longer where needed for insurance, legal, or dispute resolution purposes;
General correspondence is retained only as long as reasonably necessary for business administration.

Where data is no longer required, we take appropriate steps to securely dispose of it.

7. Data Security

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These measures are intended to reflect the nature of the data and the risks involved. While no system can be guaranteed to be completely secure, we take reasonable steps to safeguard the information we hold.

8. International Transfers

Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place to protect it in accordance with data protection law. Such safeguards may include recognised contractual protections or transfers to countries with adequate legal protection.

9. Your Rights

Under the UK GDPR, you have a number of rights in relation to your personal data. These rights may be subject to certain limitations or exceptions, but we will always consider requests carefully and respond as required by law.

Right of access – you may ask for confirmation of whether we process your data and request a copy of it;
Right to rectification – you may ask us to correct inaccurate or incomplete information;
Right to erasure – in certain cases, you may ask us to delete your data;
Right to restrict processing – you may ask us to limit how we use your data in certain circumstances;
Right to data portability – you may request certain data in a structured, commonly used format;
Right to object – you may object to processing based on legitimate interests or direct marketing;
Right to withdraw consent – where we rely on consent, you may withdraw it at any time;
Right to complain – you may raise concerns with the relevant data protection authority if you believe your rights have been infringed.

We encourage you to contact us first if you have any concerns so we can try to resolve the matter promptly and fairly.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly seek to collect personal data from children. If information relating to a child is provided in connection with a move, it will be handled carefully and only where necessary for the service.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal duties, or data handling practices. Any revised version will apply from the date it is made available. We encourage customers to review it periodically so they remain informed about how their information is handled.

12. Summary of Our Commitment

At Man With Van Roehampton, we aim to process personal data lawfully, fairly, and transparently. We collect only what we need, use it for clear and legitimate purposes, retain it only for as long as necessary, and share it only with trusted processors or where required by law. We respect your rights and take privacy seriously in every part of our service.

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