Privacy Policy - Man And Van Battersea

This Privacy Policy explains how Man And Van Battersea collects, uses, stores, shares, and protects personal data when providing removal, delivery, and related moving services. It applies to all Man And Van Battersea customers in the area, including individuals and businesses using our services for domestic, commercial, or one-off transport needs.

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

1. Who We Are

For the purposes of data protection law, Man And Van Battersea is the data controller for the personal information collected in connection with our services. This means we determine the purposes and means of processing personal data. We take our responsibilities seriously and only process data where we have a valid legal reason to do so.

2. Personal Data We Collect

We collect only the information needed to provide and manage our services effectively. Depending on your interaction with us, the data may include:

Identity details such as your name and title.
Contact details such as phone number and email address.
Service information including pickup and delivery addresses, move dates, property access details, item descriptions, and service preferences.
Payment and billing information such as invoicing details and transaction records.
Communication records including messages, quotes, booking notes, and complaint correspondence.
Technical data where relevant, such as basic device or browser information when you submit information through digital channels.
Special category data only where strictly necessary and usually only if you choose to share it with us, for example access or health-related information needed to safely perform the service.

We aim to keep data collection minimal and relevant to the purpose for which it is collected. We do not intentionally collect more personal information than is required to manage bookings, carry out services, respond to enquiries, and meet legal obligations.

3. How We Use Your Data

We use personal data for the following purposes:

To provide quotations and confirm bookings.
To plan, deliver, and manage moving and transport services.
To communicate with you about your service requirements, changes, or updates.
To process payments and issue invoices or receipts.
To handle queries, complaints, and customer service matters.
To maintain internal records and service history.
To meet legal, accounting, insurance, and regulatory obligations.
To improve the quality, safety, and efficiency of our services.

We do not use personal data for unrelated purposes without informing you and ensuring that we have a lawful basis to do so.

4. Lawful Basis for Processing

Under data protection law, we must have a lawful basis for each use of personal data. We rely on the following lawful bases:

Contract

We process data where it is necessary to enter into or perform a contract with you. This includes taking bookings, providing quotes, arranging moving services, and managing payment arrangements.

Legal Obligation

We may process and retain certain information where required to comply with legal duties, including tax, accounting, insurance, and record-keeping requirements.

Legitimate Interests

We may process data for our legitimate business interests, such as improving service delivery, managing operations, preventing fraud, and maintaining internal records. When we rely on this basis, we ensure our interests are balanced against your rights and freedoms.

Consent

Where we ask for consent, for example for certain optional communications or where special category data is provided and consent is the most appropriate basis, you may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

5. Data Sharing and Processors

We may share personal data with trusted third parties only where necessary and only to the extent required for the service or legal compliance. These third parties may act as data processors or independent controllers depending on the situation.

Examples of processors may include:

IT and cloud service providers used for storage, communication, or administration.
Payment service providers that process transactions securely.
Accounting and bookkeeping providers used for financial administration.
Customer relationship or booking management tools used to organise appointments and records.
Professional advisers, such as insurers, legal advisers, or auditors, where necessary.

We require processors to handle data securely, to act only on our instructions where applicable, and to implement appropriate technical and organisational safeguards. We do not sell personal data.

In limited circumstances, we may disclose personal data where required by law, court order, regulator, law enforcement authority, or to protect our rights, property, customers, or staff.

6. International Transfers

If any personal data is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place to protect it. This may include the use of adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms recognised under data protection law.

7. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including satisfying legal, accounting, and reporting requirements. Retention periods vary depending on the type of record and the reason for holding it.

Booking and service records are usually retained for a reasonable period to manage customer history and service enquiries.
Financial and invoicing records are retained for the period required by tax and accounting law.
Complaint and communication records are retained for as long as needed to resolve issues and demonstrate compliance.
Technical or operational logs are kept only as long as necessary for security, troubleshooting, or service improvement.

When data is no longer needed, we will delete, anonymise, or securely destroy it. We review retention regularly to ensure information is not kept longer than necessary.

8. Data Security

We use appropriate measures to protect personal data from unauthorised access, accidental loss, alteration, disclosure, or destruction. These measures may include access controls, secure storage, staff confidentiality obligations, and restricted sharing on a need-to-know basis. While no system can be guaranteed completely secure, we take reasonable steps to protect the information entrusted to us.

9. Your Rights

Under UK data protection law, you have several rights regarding your personal data. These rights may be subject to conditions and exemptions, but we will always consider requests carefully and respond within the required time period.

Right of access - You may request a copy of the personal data we hold about you.
Right to rectification - You may ask us to correct inaccurate or incomplete information.
Right to erasure - In certain circumstances, you may request deletion of your data.
Right to restriction - You may ask us to limit how we use your data in certain situations.
Right to object - You may object to processing based on legitimate interests or direct marketing.
Right to data portability - You may request data you provided to us in a structured, commonly used format where applicable.
Right to withdraw consent - Where processing relies on consent, you may withdraw it at any time.

If you wish to exercise any of these rights, we may need to verify your identity before responding. We will not charge a fee unless your request is manifestly unfounded, excessive, or repetitive.

10. Children’s Data

Our services are intended for adults and business customers. We do not knowingly collect personal data from children unless it is incidental to a service arrangement and necessary for lawful service delivery. If we become aware that we have collected information from a child without a proper basis, we will take appropriate steps to delete it.

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 revised version will apply from the date it is made available. We encourage customers to review this policy periodically so they remain informed about how personal data is used.

12. Summary of Our Commitment

Man And Van Battersea is committed to respecting privacy and protecting personal information. We only collect data that is necessary, use it for clear and lawful purposes, keep it only as long as needed, and share it only with trusted processors or where required by law. We also recognise and support your rights over your personal data.

This policy applies to all Man And Van Battersea customers in the area and is designed to ensure that every customer receives the same standard of fair, transparent, and lawful data protection.