Privacy Policy for Man With Van Carshalton

This Privacy Policy explains how Man With Van Carshalton collects, uses, stores, shares, and protects personal data in connection with our moving, delivery, transport, and related services. It applies to all Man With Van Carshalton customers in the area, including anyone who makes an enquiry, requests a quote, books a service, communicates with us, or receives our services as a recipient or third party connected to a booking.

We are committed to handling personal data in a lawful, fair, and transparent way under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy should help you understand what information we collect, why we collect it, how long we keep it, who we share it with, and what rights you have over your information.

1. Information We Collect

We collect only the personal data that is necessary for providing and managing our services, dealing with enquiries, complying with legal obligations, and improving our operations. The types of information we may collect include:

Identity details such as your name and, where needed, the name of a business or property contact.
Contact information such as your telephone number, email address, and service address.
Booking and service details including the date of service, pick-up and drop-off locations, item descriptions, property access information, and any instructions relevant to the move or delivery.
Payment-related information such as billing details and transaction records. We do not store card security details where a third-party payment processor handles the payment.
Communication records including enquiries, messages, complaints, feedback, and notes from phone calls or emails.
Technical information where relevant, such as IP address, browser type, device type, and basic usage data if you interact with our digital systems.
Special instructions you choose to provide, which may sometimes reveal sensitive personal information. Please only share what is necessary for the service.

We may receive personal data directly from you, from someone arranging services on your behalf, or from third parties involved in the service delivery, such as landlords, estate agents, businesses, storage providers, or payment and administration partners.

2. How We Use Your Data

We use personal data for the following purposes:

To respond to enquiries and provide quotations.
To arrange, confirm, and deliver moving or transport services.
To manage scheduling, access requirements, and service coordination.
To process payments, invoices, and account records.
To communicate with you about your booking, changes, delays, or service issues.
To handle complaints, disputes, or claims.
To maintain business records and meet tax, accounting, and legal obligations.
To improve our services, train staff, and maintain quality control.
To protect our business, customers, and property from fraud, misuse, or unlawful activity.

We only use your data for the purposes for which it was collected, unless we reasonably believe that we need to use it for another compatible purpose or where the law requires or permits us to do so.

3. Lawful Basis for Processing

Under data protection law, we must have a lawful basis to process your personal data. Depending on the situation, we rely on one or more of the following bases:

Contract – where processing is necessary to provide a quotation, make a booking, or perform the moving or transport service you requested.
Legal obligation – where we must keep records or share information to comply with tax, accounting, insurance, or other legal requirements.
Legitimate interests – where processing is necessary for our business operations, such as responding to enquiries, managing service quality, preventing fraud, or improving our services, provided these interests are not overridden by your rights and freedoms.
Consent – where we ask for your permission, for example to send certain marketing messages or to process optional information that is not required for the service.
Vital interests – in rare situations where processing is needed to protect someone’s life or physical safety.

Where we rely on consent, you can withdraw it at any time. This will not affect any processing carried out before consent was withdrawn.

4. Sharing Your Information

We may share your personal data with trusted third parties, but only when necessary and only to the extent required for the purposes described in this policy. These may include:

Payment processors who handle card or online payments securely.
Accountants and bookkeepers who support financial reporting and tax compliance.
IT, hosting, and system providers who store or manage business records and communications.
Insurance providers where required to handle claims or incidents.
Professional advisers such as legal advisers where necessary for compliance or dispute resolution.
Subcontractors or service partners who assist in delivering the service you requested.
Public authorities where we are legally required to disclose information or where disclosure is necessary to protect rights, property, or safety.

All processors and service partners are required to handle personal data securely, use it only on our instructions, and comply with applicable data protection obligations. We do not sell your personal data.

5. 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, insurance, and reporting requirements. The retention period depends on the type of information and the reason we hold it.

Enquiry data is generally kept for a limited period after the enquiry, unless it becomes part of a booking or ongoing communication.
Booking and service records are retained for as long as needed to manage the service and address any follow-up matters.
Financial records are retained for the period required by tax and accounting law.
Claims, disputes, and complaints may be kept longer where necessary to resolve matters or defend legal claims.

When data is no longer needed, we will securely delete it or anonymise it so that it can no longer identify you.

6. Data Security

We use appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and careful selection of processors. While no system can be guaranteed to be completely secure, we work to maintain a level of protection appropriate to the risk.

7. Your Rights

As a data subject under UK GDPR, you have certain rights in relation to your personal data. Subject to legal limits, you may have the right to:

Access your personal data and request a copy of the information we hold about you.
Rectification of inaccurate or incomplete information.
Erasure of your data in certain circumstances, sometimes called the right to be forgotten.
Restriction of processing in specific situations.
Object to processing based on legitimate interests or direct marketing.
Data portability for information you provided to us, where applicable and technically feasible.
Withdraw consent where processing is based on consent.

You also have the right to raise concerns about how we use your personal data. If you are dissatisfied with our response, you may lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.

8. Children’s Data

Our services are intended for adults and businesses. We do not knowingly collect personal data from children unless it is incidentally necessary in connection with a household move or similar service arrangement. If we become aware that we have collected a child’s data without appropriate justification, we will take steps to delete it or otherwise handle it lawfully.

9. International Transfers

Where any service provider processes data outside the United Kingdom, we will ensure that appropriate safeguards are in place to protect your personal data. This may include contractual protections or transfers to countries with adequacy regulations recognised under data protection law.

10. Marketing Communications

We may send marketing messages only where permitted by law. If you have given consent or if we are otherwise allowed to contact you, you can opt out at any time. Any marketing communication should include a simple way to stop future messages. We will respect your choice promptly.

11. Changes to This Policy

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

In summary: Man With Van Carshalton processes personal data only when necessary, uses it for clear and lawful purposes, keeps it securely for limited periods, shares it only with trusted processors or where required by law, and respects your rights under data protection law.

This policy applies to all Man With Van Carshalton customers in the area.