Privacy Policy - Man With Van Battersea

This Privacy Policy explains how Man With Van Battersea collects, uses, stores, shares, and protects personal data in connection with our moving, delivery, and transport services. It applies to all Man With Van Battersea customers in the Battersea area, including individuals who request quotes, make bookings, receive services, or otherwise interact with us.

We are committed to handling personal data in a lawful, fair, and transparent manner in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is designed to help you understand what data we process, why we process it, how long we keep it, who may process it on our behalf, and what rights you have in relation to your personal information.

1. Personal Data We Collect

We may collect and process different types of personal data depending on how you use our services. The information we collect may include:

Identity data such as your name, title, and, where necessary, company name.
Contact data such as your address, email address, and telephone number.
Service data such as details about your move, collection or delivery requirements, property access, inventory, moving dates, and special instructions.
Transaction data such as payment status, invoices, quotes, and booking records.
Communication data such as correspondence, complaint records, feedback, and notes from calls or messages.
Technical data where relevant, including basic device or browser information if you interact with us through digital channels.
Usage data relating to service interactions, such as requests for quotations and service preferences.

We generally do not seek to collect special category data. If such data is provided to us accidentally or becomes necessary for service delivery, we will only process it where a valid legal condition applies and where appropriate safeguards are in place.

2. How We Collect Your Data

We may collect personal data directly from you when you:

Request a quote or make a booking;
Communicate with us by phone, email, or message;
Provide delivery or access instructions;
Submit feedback, complaints, or queries;
Make a payment or request an invoice.

We may also receive data from third parties where necessary for the performance of our services, such as from property managers, landlords, business clients, or payment providers. In limited cases, we may also gather information from publicly available sources where it is lawful and relevant to provide our services.

3. Lawful Basis for Processing

We only process personal data when we have a valid lawful basis under data protection law. Depending on the circumstances, we rely on the following bases:

Performance of a Contract

We process your data where it is necessary to provide a quote, manage a booking, carry out a move, issue invoices, or otherwise fulfil our obligations under a contract with you.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include responding to enquiries, improving our services, preventing fraud, managing internal records, and resolving disputes.

Legal Obligation

We may process and retain certain data where required to comply with legal or regulatory obligations, including accounting, tax, insurance, and record-keeping requirements.

Consent

In limited cases, we may rely on your consent, for example where it is needed for certain types of optional communication or specific processing not covered by another lawful basis. Where we rely on consent, you may withdraw it at any time.

4. How We Use Your Data

We use personal data for the following purposes:

To provide moving, transport, and delivery services;
To prepare quotations and confirm bookings;
To communicate with you about your service requirements;
To manage payments, billing, and accounting;
To maintain service records and customer history;
To handle complaints, claims, and disputes;
To improve operational efficiency and service quality;
To comply with legal and regulatory obligations.

We only use personal data for the purposes for which it was collected unless we reasonably determine that it is necessary for a compatible purpose and permitted by law.

5. Data Sharing and Processors

We may share personal data with trusted third parties who assist us in operating our business. These parties act as processors where they process data on our behalf and only in accordance with our instructions. Typical processors and service providers may include:

IT and hosting providers that support data storage and system maintenance;
Payment processors that handle card or electronic payments;
Accounting and bookkeeping providers;
Customer communication tools or software providers;
Administrative or operational support services;
Insurance providers and professional advisers where necessary.

We may also disclose data to legal, regulatory, or law enforcement authorities where we are required to do so by law, or where disclosure is necessary to protect our rights, property, staff, customers, or others.

We do not sell your personal data. Any third party that processes data for us is required to keep it secure, use it only for the specified purpose, and comply with applicable data protection obligations.

6. International Transfers

Where any processor or service provider stores or accesses data outside the UK, we will ensure appropriate safeguards are in place to protect that data in accordance with applicable law. Such safeguards may include adequacy regulations or standard contractual protections where required.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. The exact retention period depends on the type of data and the reason for processing.

In general:

Booking and service records may be retained for as long as needed to manage the customer relationship and handle any follow-up issues;
Financial and tax records are typically kept for the period required by applicable law;
Communication and complaint records may be retained for a reasonable period to resolve disputes and maintain service records;
Enquiry records that do not lead to a booking may be kept for a limited period to manage business administration and follow-up.

When data is no longer required, we will securely delete, anonymise, or archive it in line with our retention practices.

8. Data Security

We take reasonable technical and organisational measures to protect personal data against accidental loss, unauthorised access, disclosure, alteration, or destruction. These measures may include access controls, secure storage, restricted permissions, and staff confidentiality obligations.

Although we work hard to protect your information, no system can be guaranteed to be completely secure. If a personal data incident occurs, we will respond in accordance with our legal obligations.

9. Your Rights

Under data protection law, you have several rights regarding your personal data. Subject to certain conditions and legal exceptions, you may have the right to:

Access the personal data we hold about you;
Rectify inaccurate or incomplete data;
Erase your data in certain circumstances;
Restrict our processing of your data in certain situations;
Object to processing based on legitimate interests or direct marketing;
Data portability for information you have provided to us where applicable;
Withdraw consent where processing is based on consent;
Lodge a complaint with the Information Commissioner???s Office if you are unhappy with how we handle your data.

We may need to verify your identity before responding to any request. We aim to respond within the legal timeframe and will keep you informed if we need additional information.

10. Third-Party Links and External Services

Our services may involve the use of external platforms or third-party systems for administration, payments, or communication. Where you interact with third-party services, their own privacy terms may apply. We encourage you to review those terms before providing personal data to them.

11. Children???s Data

Our services are not directed at children, and we do not knowingly collect personal data from children except where it is necessary in connection with a service arrangement and lawfully provided by an adult or authorised representative.

12. Changes to This Privacy Policy

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

13. Summary of Our Commitment

At Man With Van Battersea, we are committed to processing personal data responsibly, securely, and lawfully. We collect only the information needed to deliver our services, use it for clearly defined purposes, retain it only as long as necessary, and share it only with trusted processors or where required by law. Your privacy matters to us, and we aim to respect your rights at every stage of our service relationship.