Privacy Policy - Man With Van Rotherhithe

This Privacy Policy explains how Man With Van Rotherhithe collects, uses, stores, shares, and protects personal data when providing moving and transport services. It applies to all Man With Van Rotherhithe customers in the area, including individuals and businesses who enquire about, book, receive, or pay for our services. 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.

1. Who We Are

Man With Van Rotherhithe provides local moving, collection, delivery, and transportation services. In connection with these services, we act as a data controller for personal information that we determine the purpose and means of processing. This means we decide why and how your information is used for service delivery, administration, communication, and compliance purposes.

2. Personal Data We Collect

We collect only the personal data necessary to provide our services effectively and responsibly. The categories of information may include:

Identity details such as your name and title.
Contact details such as your email address, telephone number, and correspondence address.
Service details such as collection and delivery addresses, moving dates, property access information, inventory notes, and special handling requirements.
Payment information such as billing details and payment records. We do not store card details unless a secure payment provider explicitly informs us that such data is retained.
Communication records such as emails, messages, call notes, and service-related enquiries.
Operational data such as booking references, service history, claims information, and feedback.
Technical information if you interact with our digital systems, which may include basic device or browser data used for security, analytics, and troubleshooting.

We do not intentionally collect special category data unless you choose to provide it for a relevant service reason, such as explaining access needs or health-related handling considerations. Where such data is provided, we only process it when necessary and with appropriate safeguards.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotes and respond to enquiries.
To arrange, manage, and deliver moving services.
To communicate about bookings, changes, delays, and service updates.
To process payments and maintain financial records.
To handle complaints, claims, and service issues.
To meet legal, tax, accounting, and regulatory obligations.
To maintain security, prevent fraud, and protect our operations.
To improve service quality, training, and internal administration.

We only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose and the law allows this.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for processing your personal data. Depending on the context, we rely on one or more of the following:

Contract

Processing is necessary to perform a contract with you or to take steps at your request before entering into a contract. This includes quoting, booking, scheduling, moving, invoicing, and service delivery.

Legal Obligation

We may process personal data where necessary to comply with legal obligations, including tax records, accounting duties, insurance requirements, and responses to lawful requests from authorities.

Legitimate Interests

We may process data where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests. This may include business administration, service improvement, fraud prevention, internal reporting, and maintaining records of communications.

Consent

In limited situations, we may rely on your consent, particularly where processing is optional and not required for the service. If consent is used, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Sharing and Processors

We do not sell your personal data. We may share it only when necessary and proportionate for service delivery, legal compliance, or business operations. Where we use third parties to process data on our behalf, they act as processors and are contractually required to protect your information and use it only for our instructions.

Examples of processors may include:

Payment service providers that handle secure transactions.
IT and hosting providers that store or support business systems.
Communication providers that enable email, messaging, or phone services.
Accounting and bookkeeping software providers.
Customer record or scheduling platforms used for operational management.

We may also disclose information to professional advisers, insurers, law enforcement, courts, or public authorities where required or permitted by law. If personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place in accordance with applicable data protection requirements.

6. Data Retention

We keep personal data only for as long as necessary for the purposes outlined in this policy, including for legal, accounting, insurance, and operational reasons. Retention periods may vary depending on the type of information and the nature of the service provided.

Enquiry and quotation records are typically kept for a limited period to manage follow-up, service history, and business administration.
Booking, invoicing, and transaction records are retained for the period required by tax and accounting law.
Claims, complaints, and incident records may be kept longer where necessary for legal defence, insurance handling, or dispute resolution.
Communications may be stored for a reasonable time to maintain service continuity and evidence of instructions.

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

7. Data Security

We use reasonable technical and organisational measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure. These measures may include access controls, secure storage, staff confidentiality obligations, and limited data sharing with trusted processors. While no system can be guaranteed completely secure, we work to reduce risks and maintain appropriate safeguards.

8. Your Rights

Under data protection law, you have several rights regarding your personal data. These rights may be subject to legal exemptions and conditions:

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 your data in certain circumstances.
Right to restriction – to ask us to limit processing in specific situations.
Right to object – to object to processing based on legitimate interests.
Right to data portability – to receive certain information 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 with the UK Information Commissioner’s Office if you believe your data protection rights have been infringed. We encourage you to contact us first so we can try to resolve the issue promptly and fairly.

9. Automated Decision-Making

We do not use personal data to make decisions that have legal or similarly significant effects on you through fully automated means. If this position changes, we will update this policy and explain the logic involved, the significance of the processing, and any rights available to you.

10. Children’s Data

Our services are intended for adults, and we do not knowingly collect personal data from children except where it is incidentally included in moving instructions or household information provided by an adult customer. In such cases, we only process the information as needed to provide the service safely and appropriately.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements, service operations, or data handling practices. Any updates will take effect when published, and the most current version will apply to all Man With Van Rotherhithe customers in the area.

12. Our Commitment

We are committed to respecting your privacy and ensuring that personal data is handled responsibly. Man With Van Rotherhithe aims to collect only the information needed, use it fairly, keep it secure, retain it only as long as necessary, and support your rights under data protection law. If you use our services, you can expect your information to be treated with care, transparency, and professionalism.